Maastricht University (UM) is thé European university in the Netherlands and has almost 23,000 students and 5,000 employees. The university is young at heart, interdisciplinary and highly socially involved. This is visible in all their activities; also in the open days.

Maastricht University's open days are important for informing and attracting future students. During these events, prospective students get the opportunity to learn more about the courses, the unique teaching method and the international community. Visitors can attend sessions, talk to teachers and students, and experience the atmosphere of the city of Maastricht. With thousands of participants per edition, the open days are important events for both the university and future students.

The reason for the collaboration

‍Based on the need for more appropriate event management software for information activities, including the open days, the university looked for a suitable solution.

The organization of open days presents unique challenges, mainly due to the diverse wishes and requirements of the various faculties. The biggest challenge was finding a system that allows prospective students not only to register for an open day, but also to create their own personal program by choosing sessions that match their interests.

In addition, there was a need for a solution that could integrate various processes such as creating an event website, sending invitations, registering participants, communication, analyses and lead management into one system as much as possible.

What did we implement?

‍Together with UM, Lively discussed in detail how the registration process surrounding open days is organized. This was not only about the required parts of the event environment, but also, for example, the requirements in terms of corporate identity. Based on this, Lively built a template and set up the registration process.

The environment has been designed so that it can be used for both pre-registration and actual registration, including the possibility to create a personal program. Attention was also paid to associated communication and the reuse of existing events through a simple copying process. The system is used four times a year for open days, but the flexible set-up certainly makes it suitable for other events as well.

The result

‍Maastricht University is very satisfied with both Swoogo's opportunities and Lively's support. “For larger events that require high functionality requirements, this solution is definitely recommended,” says Pascal de Roos, Digital Innovation Project Manager. “Due to the many options and settings in Swoogo, it is wise to use an implementation partner. Lively did a great job with that.” The collaboration between the university, Swoogo and Lively has led to an efficient, flexible and future-proof solution for organizing open days and other events.

In the picture